S T A T E OF I L L I N O I S - Illinois Department of ...



STATE OF ILLINOIS

Illinois Department of Human Services

Division of Community Health and Prevention

SOLICITATION DOCUMENT – REQUEST FOR PROPOSALS

TITLE X FAMILY PLANNING PROGRAM

10-48245

The Illinois Department of Human Services, Division of Community Health and Prevention, Bureau of Maternal and Infant Health, Family Planning Program, is requesting proposals from responsible vendors to meet the State's needs. Below is a brief description of our needs with detailed requirements in subsequent sections of this solicitation. If you are interested and able to meet these requirements, please submit a proposal.

We are issuing this solicitation in the following form and you must take that into account when reading and responding:

Invitation for Bids

Request for Proposals

Request for Proposals (Professional and Artistic Services)

Brief Description:

The Illinois Department of Human Services invites proposals from qualified contractors to develop and sustain the Department’s existing comprehensive Title X Family Planning Program. Through this funding opportunity, the Department is seeking qualified organizations in all areas of the state to provide comprehensive family planning services.

The mission of the Title X Family Planning Program is to provide voluntary comprehensive family planning services to low-income individuals of reproductive age including information and means to enable personal choice in determining the number and spacing of their children, if and when pregnancy is desired. Through this effort, the program seeks to improve the well being of communities by lowering the incidence of unintended pregnancy, improving maternal and infant health, and reducing the incidence of abortion. The program aims to reduce the health and social impact of unintended pregnancies and the transmission of sexually transmitted infections. It collaborates with other programs to integrate and expand family planning and reproductive health services.

Family planning programs provide clinical, informational, educational, social and referral services related to family planning to individuals who want such services. All projects must offer a broad range of acceptable and effective, medically approved, family planning methods and services. Basic infertility services, pregnancy diagnosis, pregnancy counseling that includes all options, STD diagnosis and treatment are required, as are HIV education and screening for breast, cervical and testicular cancer.

The solicitation package consists of two parts:

Part A INSTRUCTIONS FOR SUBMITTING AND EVALUATING BIDS AND PROPOSALS: Part A consists of the following sections:

SECTION 1 INSTRUCTIONS, DATES, RESERVATIONS AND OTHER GENERAL INFORMATION

SECTION 2 HOW WE WILL EVALUATE PROPOSALS

SECTION 3 SPECIFICATIONS / QUALIFICATIONS / STATEMENT OF WORK

These sections provide information necessary for submitting a proposal, set forth the basic legal and policy requirements associated with this solicitation and tell how we will evaluate proposals.

Part B OFFER RESPONSE FORMS: Part B consists of the following sections:

SECTION 4 APPENDICES TO THIS RFP

SECTION 5 PROPOSAL ATTACHMENTS

Your response will constitute your proposal and will provide us with information about you, what you will provide, your ability to perform and your price. We will evaluate this information as well as compliance with the Instructions.

In this document the State of Illinois will be referred to as “State”, “Department”, “we” or “us”. The person submitting an offer will be referred to as “Vendor”, “Contractor”, “Agency” or “You”. “We” is used appropriate to the context.

Please read the entire solicitation package and submit your proposal for evaluation in accordance with all instructions.

NON-DISCRIMINATION POLICY: In compliance with the State and Federal Constitutions, the Illinois Human Rights Act, the U.S. Civil Rights Act, and Section 504 of the Federal Rehabilitation Act, the State of Illinois does not discriminate in employment, contracts, or any other activity.

SECTION 1 - INSTRUCTIONS, DATES, RESERVATIONS AND OTHER GENERAL INFORMATION

1.0 PROJECT CONTACT: If you have suspect an error, you must immediately notify the Project Contact identified in this section. Do not discuss the solicitation or your offer, directly or indirectly, with any State officer or employee other than the State Project Contact. If you have a question regarding the content of this RFP, please email them according to Section 1.1 below. Only written answers to written questions shall be binding on the State.

Curt Massie

DHS State Purchasing Office

401 N. 4th Street, 2nd Floor

Springfield, IL 62702

Phone: 217-557-9041

Fax: 217-557-9044

Email: Curt.Massie@

1.1 VENDOR CONFERENCE CALL: Yes No Mandatory Attendance: Yes No

Date: April 15, 2010

Time: 10:00 AM – Noon CST

The number of available lines is limited. Please participate in a group for each applicant if possible. The call in number is 1-888-363-4734; the pass code is 8097755#. Questions and answers from the Vendor Conference Call will be posted on the IDHS website and the Illinois Procurement Bulletin Website at the addresses provided below.

The Department’s website and the Illinois Procurement Bulletin website will contain information regarding the RFP. It is the responsibility of each applicant to monitor that website and comply with any instructions or requirements relating to the RFP.

Questions and Answers If you have questions relating to this RFP, please send them via e-mail to Sonny.DiGiovanna@ and include “FP RFP Question” in the subject line. Questions will not be answered individually. Questions may not be answered after COB May 5, 2010. This RFP and related questions and answers may be accessed on the IDHS website at and the Illinois Procurement Bulletin Website at . For the IPB website, you will first need to register in order to download documents. Select ‘Registration’ in the upper right of the Homepage and follow the instructions.

1.2 LETTER OF INTENT:

A letter of intent, provided as RFP Attachment 5.1 in Microsoft Word and Acrobat format, should be submitted no later than April 19, 2010 to the contact person named in Section 1.0. Applicants are asked to submit a letter of intent so that the Department can estimate the number of proposals to expect. Applicants are not required to submit a letter of intent, nor are those who submit a letter of intent required to submit an application.

1.3 Offer Due Date, time and Submission location:

Due Date: May 19, 2010 Time: 1:30 PM CST

DELIVER OFFERS TO THE EXACT ADDRESS:

Curt Massie – Title X Family Planning Program

DHS State Purchasing Office

401 N. 4th Street, 2nd Floor

Springfield, IL 62702

IN ADDITION TO THE ADDRESS INCLUDE THE FOLLOWING INFORMATION ON THE OUTSIDE OF THE ENVELOPE OR CONTAINER:

Applicant Name and Address

Department staff will open proposals at the due date, time and delivery location above. Prior to the due date, you may mail or hand-deliver offers, modifications, and withdrawals. We do not allow e-mail, fax, or other electronic submissions. We must physically receive submissions as specified; it is not sufficient to show you mailed or commenced delivery before the due date and time. We will not consider offers, modifications or withdrawals submitted after the due date and time. All times are State of Illinois local times.

Late proposals will not be opened or considered and will be automatically disqualified, but will be retained by the Department. The Department will notify all applicants whose proposals will not be considered due to lateness or non-compliance with proposal requirements.

1.4 NUMBER OF COPIES:

Applicants must submit one unbound, clearly identified proposal with original signatures and 6 copies of the proposal, and 2 electronic copies (Word or Acrobat is preferred). Faxed copies and e-mail transmissions will not be accepted. The Department is under no obligation to review applications that do not comply with the above requirements.

All applications must be typed on 8.5 x 11-inch paper using 12-point type. With the exception of letterhead and stationery for letter(s) of support, the entire proposal should be typed in black ink on white paper. The program narrative must be typed double-spaced, on one side of the page, with 1-inch margins on all sides. The program narrative must NOT exceed 200 pages. The attachments, assurances and budget forms are NOT included in the page limitation.

The entire application, including attachments, must be sequentially page numbered and the applicant’s name must appear on each page. Proposals should be bound with a single binder clip in the upper left-hand corner. Applicants must not use any other form of binding, including ring binders, spiral binders, report covers or rubber bands, as well as subject dividers or tabs that extend beyond the 8( x 11-inch page.

1.5 OFFER FIRM TIME: 120 days from the Due Date

1.6 SECURITY: Not applicable.

1.7 PROTEST REVIEW OFFICE: Applicants who object to any provision of the RFP, who believe their proposal was improperly rejected, or who believe that the selected proposal(s) is/are not in the best interest of the Department may submit a written protest regarding the Department(s action. The Department will consider all such written protests that are submitted according to the time periods specified below. The Department will investigate all allegations and issue a written response. The decision of the Department is final. Protests must be in writing and will be considered filed when physically received by the Department at the following address:

Curtis Thompson, State Purchasing Officer

Illinois Department of Human Services, Office of Procurement

100 W. Randolph

Suite 5-627

Chicago, Illinois 60601

Phone: (312) 814-4723

Email: curtis.thompson@

Protests must be filed within seven (7) calendar days after the protestor knew or should have known of the facts giving rise to the protest. If a protest is received, any award made will not be considered final until the protest is resolved.

1.8 SMALL BUSINESS SET-ASIDE: Not applicable.

1.9 MINORITY, FEMALE AND PERSONS WITH DISABILITY SUBCONTRACTING: Not applicable.

1.10 PUBLIC CONTRACTS NUMBER: (775 ILCS 5/2-105) If you do not have a Department of Human Rights’ (DHR) Public Contracts Number or have not submitted a completed application to DHR for one before opening we may not be able to consider your offer. Please contact DHR at 312-814-2431 or visit for forms and details.

1.11 OUT OF STATE COMPANIES: Non-Illinois vendors must contact the Illinois Secretary of State (217-782-1834) regarding a Certificate of Authority to Transact Business in Illinois (805 ILCS 5/13). Application Form BCA 13.15 may be downloaded from .

1.12 ILLINOIS PROCUREMENT BULLETIN: This website can be found at

1.13 AWARD: The Department intends to allocate family planning funds to sub recipient/delegate agencies across the state to insure a fair distribution of funds and to insure that the citizens of Illinois are able to receive family planning care in a location that is convenient for them and meets their needs. The Department convened an RFP Advisory Work Group to review the current delegate agency funding system and to discuss needed elements in any new funding formula. The group included representation from funded delegate agencies, the Illinois Department of Healthcare and Family Services and Department staff.

The goal of this process is to develop a system that is fair, equitable and rational for the distribution of funds. The Department believes that good performance should be rewarded and the needs of communities must be taken into consideration. Further, an objective of the funding methodology must insure that the stability of service agencies is not jeopardized.

The work group also recognized the need for a different process between existing agencies and those that are “new starts” or existing delegate agencies seeking to expand service delivery areas. For this reason, there is a different process for funding existing agencies in an established service area and new agencies or existing agencies seeking to expand their current service area. To do this, two (2) separate sources of funding have been established; one to fund existing programs and one to fund new start programs or service area expansion of established agencies. Agencies that already receive funding for a service area may also apply to provide services in an expanded area if the application for continued delegate status is accepted. If this occurs, the existing agency may be funded out of the two separate funding pools.

A. FUNDING FORMULA FOR EXISTING AGENCIES

The funding formula for existing agencies is comprised of 1) a base award and 2) three need/performance indicators. Up to $9,000,000 is available for annual awards to existing agencies.

1) Base Award – 60% of funding (There is up to $5,400,000 available for this portion of the funding formula)

The base award accounts for sixty percent (60%) of the funding formula. The base is calculated at fifty percent (50%) of the amount of the award to the agency for SFY2009.

2) Need/Performance Indicators – 40% of funding (There is up to $3,600,000 available for this portion of the funding formula.)

a) Percent of Teens Served by the agency: Twenty percent (20%) of the total dollars available to fund continuing delegates will be applied for this factor. The funds will be allocated based on the percent of all teens (19 years of age or less) served by the Grantee that was served by the delegate. {For example, if there were 100,000 teens reported as served by the Grantee and the agency served 10,000 teens; then the agency would be awarded 10% of the funds available.}

b) Percent of Low Income Women (Adults 20-44 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download